BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.1 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing OVERVIEW University departments use online Department Payroll Processing

Application (DEPTPAY) to perform the following payroll functions:

• Report hours worked or pieces completed for temporary

employees. • Report hours worked for permanent employees of University

Dining Services and the WSU Energy Program. • Review and certify payroll expenses. Departmental Payroll Processing is a secured application within the DEPPS (Departmental Personnel Payroll System) and HEPPS

(Higher Education Personnel Payroll System) sections of the Administrative Information System (AIS). After obtaining access to DEPPS or HEPPS, users must obtain separate approval from Payroll to access DEPTPAY. See BPPM 85.33 to obtain access to AIS applications.

Designated Users Each department using online Department Payroll Processing must

designate and authorize one primary user and at least one secondary user per account. Each department may have up to four secondary users per account.

The department may authorize faculty, classified, and/or

administrative professional employees as DEPTPAY users. Students and nonstudent temporary employees are not eligible to access DEPTPAY.

Consider appropriate separation of duties when choosing someone

to enter positive pay data and to review payroll data (see BPPM 55.03).

Approval to use Departmental Payroll Processing does not require

expenditure authority or temporary employment appointing authority.

Access Request See BPPM 85.33 for authorization procedures for access to DEPPS

and HEPPS. Route a completed Administrative Information Systems (AIS) Access Request to the Data Administrator in the

Office of the Vice President for Finance and Administration. NOTE: Most authorized departmental personnel use the DEPPS

application to enter data into the University's payroll system. HEPPS access is restricted to employees working in central University offices such as Human Resource Services (HRS),

PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.2 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Access Request (cont.) Payroll Services, and other employees with demonstrated business

needs for access to all personnel data. After receiving notification of access to DEPPS or HEPPS, contact Payroll Services and request a training session for DEPTPAY

access. Requirements for Access Electronic Mail In order to receive notifications from Payroll Services, each authorized user must have a University electronic mail account

that is listed in the WSU Electronic Phonebook. A Network ID is required to send and receive e-mail. Refer to BPPM 85.37 to obtain a Network ID.

For advisory guidelines regarding establishing e-mail accounts,

refer to the Information Technology Services (ITS) website at: cougtech.wsu.edu/FacultyStaff/FacultyStaff.aspx E-Mail Address in Phonebook Information Technology Services automatically enters the user's e-

mail address into the WSU Electronic Phonebook when they establish an e-mail account and set up e-mail forwarding.

NOTE: The ITS self-service e-mail account system automatically sets forwarding for e-mail accounts established on the central ad.wsu.edu server. Various colleges and departments run separate mail servers, e.g., vetmed.wsu.edu, tricity.wsu.edu. Forwarding is not automatically set up for e-mail accounts on non-central servers. In order to have e-mail addresses listed in the Electronic Phonebook, such users must manually set up e-mail forwarding.

Users may access the following websites to set up and/or verify e-mail forwarding: • http://my.wsu.edu/ Select myProfile from the Main Menu, then Select Update Personal Information, then Select Email Forwarding • https://webutil.wsu.edu/apps/emailforwarding/Default.aspx Accessing the WSU Users may access the WSU Electronic Phonebook through the Electronic Phonebook Search WSU Web/People link at the top of all main WSU

webpages.

BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.3 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Training Payroll Services requires that each new user attend a training

session before using Department Payroll Processing. Changing Accounts Notify Payroll Services when adding or changing accounts used to

support wages and salaries for the department. Checking Existing Accounts Review accounts for positive pay transactions by accessing QRYSCAN in DEPPS or HEPPS. Press PF3, enter the department's mail code, and press <Enter> to view a list of

accounts. Review accounts for payroll expenses by accessing QRYPEAR in DEPPS or HEPPS. Press PF3, enter the department's mail code, and press <Enter> to view a list of accounts. User Changes/Terminations Send e-mail to Payroll Services when a user terminates, changes

positions, or changes duties. Payroll Services makes appropriate changes to the security files.

QUERY AND DOWNLOAD In addition to temporary employee time entry and payroll expense

certification, users may query and download data (Figure 1). Data is available on the system until one or two days before the

end of the current pay cycle.

DEPTPAY 16:09:04 05/01/11

Please select one of the following commands:

1

DDEEPARTMENTAL PAYROLL PROCESSING

2 PPPPAYENT

3 PPPPAYQSSN

4 PPPPAYDNLD PPEEARCERT

5 6

PPEEARQSSN PPEEARDNLD

Positive Pay Time Entry Positive Pay Query by ID Positive Pay Time Download

PEAR Certification PEAR Query by ID

PEAR Download

Page 11 of 11

Command ==> PF9P = Help PF1P 22 = Menu

Figure 1

PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.4 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing QUERY AND Departments are to download any required data before the data is DOWNLOAD (cont.) replaced. Users may query time entry or payroll expense data for one or

more accounts, one budget, or one individual. POSITIVE PAY In Positive Pay Time Entry (PPAYMENT) departmental TIME ENTRY representatives: • Enter hours worked or pieces completed.

• Mark No Time if no hours or pieces are reported.

• Cancel appointments.

• Create time transactions for prior pay periods.

Departmental representatives enter positive pay data twice a month

in accordance with the Payroll Documents Schedule. Appointing Employees Completion of the Appointment section of the online Temporary

Employment System (TEMPS) or a personnel action directs Payroll Services to include an employee's name in DEPPS or HEPPS. See BPPM 60.25, 60.26, 60.27, or 60.42 for instructions.

Entering Data Payroll Services notifies primary and secondary users when it is

time to enter hours or pieces for positive pay employees. Departments initially collect information entered into DEPTPAY

on Daily Activity Reports (see BPPM 60.61) or Time Reports (see BPPM 60.60).

Check the Positive Pay Time Entry screen for errors or omissions

(see Figure 2). Ensure that the screen accurately reflects employee and appointment data submitted in the most recent entry to the Appointment section of the online TEMPS. If not, contact Payroll Services.

If an employee is not listed on the Positive Pay Time Entry screen, check DEPPS or HEPPS to ensure that the appointment exists. If

the appointment is not in DEPPS or HEPPS, the online TEMPS entry (or Personnel/Position/Payroll Electronic Routing Management System (PERMS) transaction for employees of

Dining Services or the Energy Program) may not have arrived in HRS and/or Payroll Services in time for the current pay cycle or the appointment may have expired during the last pay cycle. If the

appointment expired, submit a new appointment through the online

BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.5 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Entering Data (cont.) TEMPS (or PERMS transaction for employees of Dining Services or the Energy Program) to establish another appointment. Enter the

data from the time reporting document, e.g., Daily Activity Report, during the next pay cycle.

POSITIVE PAY TIME ENTRY

11:00:55 04/02/11 PPDP5140 PPAYENT ALL

DEPPS SystemPositive Pay Time Entry

Page: 2 Cncl Pay

NameUnits N Appt Cycle

WSU ID Worked T (C) EndPay Job

Rate Typ Cls E/T Account

012345678 ___.___ N _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 023456789 23.000 _ C 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 045678901 12.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 056789012 24.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 067890123 10.000 _ _ 03/31/03 8.00 HR 9001 SHR 1205-0010 EMPE NAME 078901234 14.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 089012345 14.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 090123456 ___.___ _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 001234567 35.000 _ 03/15/03 7.50 HR 9001 SHR 1110-0001 EMPE NAME 001234567 10.000 _ C 03/31/03 7.50 HR 9001 SHR 1110-0001 EMPE NAME 012345678 20.000 _ _ 03/31/03 7.00 HR 9001 SHR 1115-0010 EMPE NAME 023456789 12.000 _ _ 03/31/03 7.01 HR 8001 HRY 1215-0002 EMPE NAME 034567890 12.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME

PF9 =Help PF1=Prior Pd PF2=Search PF3=Right PF6=Picklist PF10=Fwd PF11=Back PF12=Exit

11:03:37 04/02/11 DEPPS SystemPositive Pay Time Entry

PPDP5140 PPAYENT ALL

Page: 2

Sem Posn/ Monitored Term WS Name WSU ID Tmp ID Hrs

To see the rest of the screen press PF3.

Since Date Limit Balance Pgm Fnd Ap

EMPE NAME 15F 570 06 EMPE NAME 15F 570 06 EMPE NAME 15F 570 06 EMPE NAME 15F 570 06 EMPE NAME 15F 570 06 EMPE NAME 17G 840 13 EMPE NAME 15F 570 06 EMPE NAME 570 06 15F EMPE NAME 06 570 15F EMPE NAME 01 01A 001 EMPE NAME 01 001 01A EMPE NAME 08 840 17F EMPE NAME 01E 01 001 EMPE NAME 15F 570 06

PF9 =Help PF3=Left PF12=Exit

05/03 05/03

02/01 05/03 05/03 05/03

09/16 06/03 05/03

08/01 05/03 05/03 12/03 12/03 06/99 05/03 05/03

012345678 840030 023456789 840072 034567890 835761 045678901 840018 056789012 835758 067890123 845757 078901234 840005 089012345 840029 090123456 840001 001234567 841167 001234567 841167 012345678 828051 012345678 808886 023456789 840071

Figure 2

PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.6 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Prior Period Transactions If an employee's appointment was active in a prior pay period but

hours or pieces were not entered, press PF1 (Prior PD) and complete the online form.

Complete a Request for Positive Pay Report form if the

appointment has expired and the department must pay hours from a previous pay cycle.

Own Time Employees may not enter their own time or piece work into DEPPS or HEPPS. Timing Enter positive pay for hours or pieces worked during the pay

period just ended. Data entry should be completed by the date required by the Payroll Documents Schedule.

Temporary Employment Limits Review the accumulated hours and the Monitoring Begin Date for

nonstudent temporary employees. Do not exceed the 1,050-hour limit (see BPPM 60.26).

Position Number Verify the temporary employee position number shown under the

Tmp ID column. Be sure the numbers on the Position Description form, the online TEMPS Appointment section, and the entry screen are all the same.

Overtime The employer must mark the appropriate box in the Appointment

section of the online TEMPS to generate an overtime pay line for the employee. For permanent employees of Dining Services or the Energy Program, the employer indicates overtime eligibility by

marking the appropriate workweek designation on the PERMS transaction. Time and one-half is paid for overtime hours worked.

Create Overtime Payment If an hourly employee worked unanticipated or unscheduled Transaction Line overtime, press PF5 (OT) to create an overtime time transaction

line. Selecting the PF5 (OT) key creates an overtime transaction line for the current pay cycle only.

Be sure that the rate of pay correctly reflects the time and a half

rate of pay and that the appropriate earnings type is displayed. See E/T for earnings types.

Standby Pay The employer must mark the appropriate box in the Appointment

section of the online TEMPS to generate a standby pay line for the employee. Standby pay is authorized when the employee is directed to restrict off-duty activity to be available for duty.

BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.7 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Completing Entry After adding or changing data, press <Enter> before paging

forward. Pressing <Enter> saves the data into the system. When data entry is complete, press PF12 to exit. Mark the status with an X for Complete or Incomplete. Press PF12 again to exit. If status is Complete, departments can modify time until the announced cut-off hour of noon or 2:00 p.m.

Online Help Press PF9 to access online help for positive pay time entry. Positive Pay Description The following describes certain parts of the Positive Pay Entry

screen that may not be self-explanatory. NT Completion is optional. Mark this column with an N if the

employee recorded no time for the pay period or did not turn in a time reporting document.

CNCL APPT Mark this column with a C to cancel the appointment in DEPPS or

HEPPS. (To reactivate the appointment submit an online action in TEMPS.)

PAY TYP Payment Type

Code Definition

HR Hourly MO Monthly PC Piece PQ Perquisite SD Shift differential

JOB CLS Job Classification E/T Earnings Type Table 1 – Earnings Type

Code Name Definition

ADR additional responsibility for faculty

ALF federal annual leave payoff for federal employees

ALP annual leave payoff for state employees

AWD award extra taxable compensation

AWF award extra compensation federal not subject to OASI

AWN award extra compensation nonfederal not subject to OASI

BUF buyout of tenure rights federal employees

PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.8 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Table 1 – Earnings Type (cont.)

Code Name Definition

BUY buyout of tenure rights nonfederal employees

C/B call back for classified staff

CHR chair differential pay for academic chairs

CPA cell phone allowance extra taxable compensation

CPF cell phone allowance extra taxable compensation federal not subject to OASI

CPN cell phone allowance extra taxable compensation nonfederal not subject to OASI

CTP comp time pay compensatory time payoff

DFC deferred compensation non-staff month gross pay to highly compensated employees with WSU employment agreements

E/C extra compensation faculty with retirement plan code

ECF federal extra compensation federal faculty extra pay

FCH federal chair differential pay to federal chairs

FDR federal additional responsibility

earnings for certain federal faculty

FED federal regular earnings regular pay to federal employees

FFV fair market value value of insurance premiums for same-sex domestic partnerships is taxable and subject to Medicare for federal employees

FHR faculty hourly faculty and exempt deduct OASI and Medicare

FLS federal meals taxable meals for federal employees

FMS fair market value students taxable value of items; such as gift cards, housing

FMV fair market value value of insurance premiums for same-sex domestic partnerships is taxable and subject to OASI and Medicare for nonfederal employees

FRO federal earnings federal earnings subject to OASI and Medicare

FTO field training officer temporary upgrade for classified employees in bargaining unit 4

FTU federal tuition value of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for federal employees

FWS federal work study student employees on federal work study

GVA graduate vet assistant for graduate assistants in College of Veterinary Medicine

HOP hourly nonstudent temporary overtime subject to PERS, OASI, and Medicare

HPP hourly nonstudent temporary piece work subject to PERS, OASI, and Medicare

HPW hourly piece work nonstudent piece work non-PERS enrollee subject to OASI and Medicare

BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.9 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Table 1 – Earnings Type (cont.)

Code Name Definition

HRO hourly overtime nonstudent temporary overtime non-PERS enrollee subject to OASI and Medicare

HRP hourly nonstudent temporary subject to PERS,OASI, and Medicare

HRY hourly nonstudent temporary non-PERS enrollee subject to OASI and Medicare

IND industrial compensation deductions for industrial compensation payments

JDF federal jury duty deductions for civil duty

JDY jury duty deductions for civil duty

L/D location differential pay to employees stationed in foreign countries

LDF federal location differential pay to federal employees stationed in foreign locations

LPA sick leave payoff sick leave payoff at retirement or death due to age or length of service subject to OASI

LWO leave without pay

MLS meals reimbursement reimbursement of taxable meals for nonfederal employees

MOF federal moving expense reimbursement of certain taxable moving expenses for federal employees

MOV moving expense reimbursement of certain taxable moving expenses for nonfederal employees

OPW other piece work faculty, and exempt piece work subject to OASI and Medicare

OVT overtime time and one-half pay for classified employees

PER perquisite noncash fringe benefit, e.g., meals and lodging

PLF federal partial professional leave

federal faculty employee on less than 100% professional leave

PPL partial professional leave faculty on less than 100% professional leave

PRO professional leave faculty on professional leave

PRF federal professional leave federal employees on professional leave

REF relocation compensation federal employees

REG regular pay salaried earnings

REL relocation compensation nonfederal employees

RET retirement supplementation retirement earnings

RGA regular academic academic regular earnings

RGC regular cyclic cyclic earnings

PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.10 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Table 1 – Earnings Type (cont.)

Code Name Definition

R/T ra/ta earnings research, teaching and staff assistants and graduate associates regular pay

S/B standby standby pay for classified staff

S/D shift differential shift differential pay

SHL shared leave

SHO student hourly overtime

SHR student hourly

SPW student piece work student piece work not subject to OASI or Medicare

S/S special skills payment for special skills

SSB student standby pay

S/T straight time overtime time pay at straight time rate

SUM summer session academic summer appointment

SWS state work study student earnings on state work study

TIP tips to students tips collected in University restaurants and paid to

students; not subject to OASI and Medicare

TUG temporary upgrade temporary upgrade for classified employees in bargaining units 2 and 3

TUI tuition value of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for nonfederal employees

VPA sick leave payoff value of cashout of compensable unused sick leave at retirement to nontaxable VEBA medical expense trust account

POSN/TMP ID Position Number or Temporary Job ID MONITORED HRS Total Monitored Hours for nonstudent hourly employees. WS LIMIT Current semester limit for work study funds. SEM BALANCE Remaining earnings that may be charged to work study. PAYROLL EXPENDITURE Prior to each payday, departments are to verify that employee pay AUDIT REPORT (PEAR) corresponds to the approved pay-affecting personnel documents. CERTIFICATION University departments use the online PEAR certification function

to approve and certify upcoming pay for departmental employees. The online PEAR function identifies employees by name and position number and indicates the payment and budgets charged.

BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.11 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Notice Pears Ready Payroll Services prepares PEAR data after the last working day of

the pay cycle. Payroll Services sends an e-mail message to primary and secondary users when PEAR data is ready for certification.

The Payroll Documents Schedule provides the completion date. Status DEPTPAY defines the status of a PEAR review as Incomplete,

Certified, or Payroll. The user indicates the status of the review when he or she exits the PEAR Review function.

Certified When the review is completed, the user enters X for Certified.

This causes the status column on the Selection Screen to be updated from Incomplete to Certified.

Once the user has certified the PEAR, the change in status prevents

him or her from adding or correcting any additional records. The user may query PEAR but may not update the data after the status has been set to Certified (see Figure 3).

Changes If a change is required, contact Payroll Services (telephone

509-335-1610) prior to the review deadline to unlock the certified account.

Payroll The status of Payroll means that the user has entered at least one

correction and Payroll Services staff has reviewed the correction/ comment. All additions for employees not paid and any corrections/comments will cause a Y to appear under Corr on the Selection Screen. The Y is an indicator to Payroll Services that at least one correction/comment or addition exists for this account. The AIS User ID of the Payroll staff member appears under Last Access.

Last Access The columns under Last Access indicate the User ID, date and

time of the last person to access the account. If these three columns are blank at the PEAR certification deadline, no one has reviewed the PEAR and some employees may not be paid correctly (see Figure 3).

PEAR Description The following describes certain parts of the PEAR certification

screens that may not be self-explanatory. Parts Each part is designated by a number under the P column. Salaried Employees (Part 1) Salaried employees are paid the same each pay period unless some intervention occurs to change the payroll, e.g., a PERMS

transaction changing the salary. These employees are designated by a "1" in the P column.

PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.12 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing

PEAR CERTIFICATION

13:32:50 04/07/11 DEPPS SystemPEAR Certification

PPDP5050 PEARCERT STRT

Page: 2 Select ALL Accounts _ or select ONE Account (A) or ONE Budget (B), then press PF1 or PF2

L a s t A c c e s s Corr User ID Date Time ———— —————— ———————— —————

ROBERGE 04/06/03 13:32 Y ROBERGE 03/25/03 19:32 Y

Y

A Primary B User ID Account Status

- ——————— ————————— —————————— _ ROBERGE 6542-6048 Incomplete _ ROBERGE 6542-6049 Payroll _ ROBERGE 6542-6052 Payroll _ ROBERGE 6542-6053 Certified _ ROBERGE 6542-6054 Incomplete

Y Y

_ ROBERGE 6542-6055 Certified _ ROBERGE 6542-6056 Certified _ SMYTHES 1110-0001 Incomplete _ SMYTHES 1110-0005 Certified

Y _ SMYTHES 1112-0001 Incomplete _ SMYTHES 1113-0001 Certified

Command ==> PF9 = Help PF1 = All Records PF2 = Limited PF10 = Forward PF11 = Back PF12 = Menu

ROBERGE 03/25/03 19:23ROBERGE 03/25/03 19:15ROBERGE 04/06/03 13:31 ROBERGE 03/25/03 19:15ROBERGE 03/25/03 19:15ROBERGE 04/06/03 13:31

SMYTHES 04/04/03 15:28ROBERGE 04/06/03 13:32

SMYTHES 04/04/03 15:04

13:56:32 04/07/11 DEPPS SystemPEAR Certification

Page: 38

PEAR CERTIFICATION

PPDP5180 PEARCERT ALL

Pay Cycle C End - ———————— ————————— ——— ——— ————— ————— ————————

Staff Payroll Account E/T P/T Hours Months Expense R P Name WSU ID

- - ————————— ————————— 012345678 _ 1 EMPE NAME 03/31/03 1170-7913 REG CUR 8.80 .0500 157.25 012345678 03/31/03 1170-9209 REG CUR 17.60 .1000 314.50 023456789 03/31/03 1133-0001 REG CUR 88.00 .5000 3682.67 034567890 03/31/03 1210-0001 REG CUR 88.00 .5000 2660.55 045678901 056789012

03/31/03 1133-4400 REG CUR 88.00 .5000 1114.50

067890123 03/31/03 1193-0001 REG CUR 88.00 .5000 1404.92 03/31/03 1171-0001 REG CUR 32.00 .2000- 434.44-

067890123 4558.59 03/31/03 1171-0001 ALP CUR 333.23 078901234 03/31/03 1133-9901 REG CUR 88.00 .5000 1727.50 089012345 03/31/03 6542-6045 RGC CUR 88.00 .5000 992.50 090123456 001234567

03/31/03 6542-6052 RGC CUR 88.00 .5000 1141.00

000123456 03/31/03 1113-0001 REG CUR 88.00 .5000 4458.34 03/15/03 1145-0001 REG CUR 3.00 .0170- 50.80-

Subtotal Part 1: 757,163.56 Part 2: 156,191.30 Total: 913,354.86 PF6=Picklist PF9 =Help PF1=Corr PF2=Search PF3=Right PF4=Nonlisted PF10=Forward PF11=Back PF12=Exit

_ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME R 1 EMPE NAME

Figure 3

BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.13 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Positive Pay Employees Positive pay employees are paid on the basis of hour or pieces (Part 2) reported to Payroll Services (see Positive Pay Time Entry). These

employees are designated by a "2" in the P column. Below nonstudent temporary employee names, the PEAR indicates

the monitor begin date (MBD) and the hours charged against the 1,050 maximum. See BPPM 60.26 for more information about temporary employment limits.

Below work study employees' names, the PEAR reports the work

study dollar limit and the balance in dollars which the student may earn during the rest of the current semester.

Added Employees (Part 3) Employees added by users during the PEAR review are designated

by a "3" in the P column. Name Employees are listed alphabetically within parts 1, 2, or 3. When

reference is made to an employee, use the name as printed on PEAR. See BPPM 90.75 for name change procedures and coding conventions.

Class The job class is the classification code or the title code for the employee's position(s). Job Class codes are on the PERMS

transaction. E/T (Earnings Type) For code definitions refer to Table 1. P/T (Payment Type) Code Definition CAN Cancellation of a check CUR Payments included in current check E/T Expenditure transfer HDC Hand-drawn check OVP Recovery of an overpayment Hours Hours paid in pay period for each employee. Appointed Employees The number of hours in pay status. Positive Pay Employees The number of hours paid. For piece workers, Payroll applies a

formula to arrive at an hourly equivalent. Staff Months The staff month equivalent for the pay period. Appointed Employees To determine staff months divide actual hours paid by the total

hours within the pay cycle times the semi-monthly factor of .5.

PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.14 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Positive Pay Employees To determine staff months, divide hours by 174. Payroll Expense The gross amount paid in dollars for each earnings type for each

employee. Hourly employees calculation is based on the number of hours

times the rate of pay to equal gross pay. Piece work employees calculation is the number of units times the

unit rate for the gross pay. Corrections Review each payroll expense amount for overpayments or

underpayments. If there are errors, request corrections as follows: 1. Place the cursor on the payment line requiring correction.

2. Press PF1.

3. Enter a comment in the dialogue box describing the error.

4. Press PF8 to enter the comment into DEPTPAY. Payroll Services reviews the comment and initiates appropriate action.

The above action results in a "C" (for correction) appearing on the

payment line. Social Security Number See BPPM 55.05. Corrections Make corrections as indicated above. Submit a copy of the

employee's social security card to Payroll Services. Omissions If there are omissions, press PF4 to report unlisted individuals who

should be paid. Pay-Affecting Action If pay-affecting action is required, route the appropriate document, Required e.g., personnel action processed through PERMS, online TEMPS

entry, Position Action, or Expense Assignment Action form. Reference the document in the PEAR comment. Terminating Employees Pay special attention to PEAR data for a terminating employee to

ensure that the employee is not paid beyond the last day of employment.

PEAR Retention The department is to retain a copy of each PEAR in accordance

with University records retention requirements (see BPPM 90.01). The department downloads the PEAR file and retains a copy in either digital media or paper.

BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.15 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing PEAR Retention (cont.) Perform the following steps to download a copy of the PEAR file

for retention purposes: 1. Select PEAR Download from the Departmental Payroll

Processing screen. 2. Select the account(s). 3. Select the Document download file type. 4.• Select the PEAR data plus comments download record

format. 5. Select the download method, either Entire Connection or

FTP. NOTE: The department may download PEAR data in the

Spreadsheet file format for internal recordkeeping purposes. However, the department must retain either a paper copy or a digital copy of the PEAR data plus comments record format in the Document file type.